QuickBooks Sync Error: How to Resolve errors while posting orders to QuickBooks
Issue:
Orders are not posting to QuickBooks and are generating errors.
Overview
This issue can occur if orders aren't posting to QuickBooks and are instead appearing in the errors tab, or if product updates aren't being applied.
Steps to resolve:
Step 1: Check if the orders show up in the Webgility Application
To check the orders, we need to click on Sales> Orders, and under the ‘New Orders’ tab the new orders should show up.
It might be possible that the orders went into the errors tab and were unable to sync to QuickBooks. In that case, please open the order from the ‘Errors’ tab and check the ‘History’ tab for the error details.
Step 2: What if the order is not available in the Webgility application?
If the order is not found in the Webgility application, please try to click on the ‘Refresh’ button as shown below and wait for a few minutes.
If the sales channel connection is intact and the correct ‘Order Status’ is selected in the Webgility settings to pull the orders from the sales channel, the orders will download.
Check the Online Sales Channel Connection and order download settings
To check the online sales channel connection, please click on the Connections (bottom left).
Note: This step only needs to be done if the ‘Sales Channel Credentials’ are changed on the sales channel and Webgility has lost its connection.
Click on “Reauthorize” to reconnect the sales channel.
1). To check the Order Download Settings, please click on Preferences> Order Settings> Status
Under the option ‘Status’ you can select the order status that needs to be downloaded from the sales channel.
Step 3: Check the QuickBooks Connection
1. Connection with QuickBooks Online
If we are connected with QuickBooks Online, the connection usually remains intact until and unless the QuickBooks credentials get changed or the company file name gets changed.
In both the above scenarios, we can disconnect and reconnect (not recommended being done frequently) QBO, but if the name of the company file changes then the configuration in Webgility will get reset upon reconnection.
2. Connection with QuickBooks Desktop
If we are connected with QuickBooks Desktop, The Webgility Desktop Extension should be up and running on the computer where ‘QuickBooks Desktop’ is installed and should be referencing the correct ‘QuickBooks Company File Location’
The icon can be found in the system tray at the bottom right-hand side of the Windows taskbar.
If the icon is not available, then you need to launch Webgility and right-click on the Webgility Desktop Extension icon and click on ‘Manual sync now’
Note: The Webgility Desktop Extension icon times out due to inactivity in a couple of hours. A ‘Manual Sync’ is needed to be done to reactivate the extension.
If you need to check the QuickBooks connection, we can use the option ‘Reconnect to QuickBooks’ and copy the company file path/location to make sure QuickBooks is open from the same path/location that has been entered in Webgility.
To check from which path the QuickBooks file is currently open, please open QuickBooks in Single-User mode with Admin credentials, press Ctrl+1, and copy the path.
Step 4: Download / Refresh Data (Orders, Products, Customers)
The next step after checking the QuickBooks connection is to download/refresh the data from scratch from QuickBooks into the Webgility application.
If the ‘Accounting Method’ is set as ‘Transactional’ please click on ‘Refresh’ and check if all the selections are correct:
Now, Navigate to the Sync Settings (in the bottom left corner) tab to refresh data for Orders, Products and Customers
Under the ‘Orders’ tab, click on ‘Refresh Settings’ and ‘Save’
Under the ‘Products’ tab, click on the drop-down and select ‘Refresh Latest Accounting Data’ and click on the ‘Refresh Icon’ next to it. Once done, please click on ‘Save
Similarly, under the ‘Customers’ tab, need to perform the same steps.
Check and save the Discounts, Sales Tax, and Refunds settings.
Note: If you have QuickBooks Desktop connected with Webgility, after refreshing and saving the settings, an additional step would be to right-click on the Webgility Desktop Extension icon click on the 'Manual Sync now’ option, and wait for a few minutes.
Additionally, once the new orders are downloaded in the “New Orders” Tab, you can directly post them to Quickbooks via our new AI assistant.
Feel free to contact Webgility Support if you need further assistance.